Dental Practices · Approved Operations

Approved Operations for dental practices, HIPAA-aware by design

Procedure-aware scheduling, chair-utilization recovery, dental-board-aligned communications. Scheduling and engagement data only. No clinical records. Owner-approved before anything sends.

Healthcare track in private beta. Posture statements verified 2026-05-28. See full posture →

Start First Recovery Setup → Free Business Scan

Want a preview first? See a sample Daily Revenue Brief for a dental practice →

Healthcare track Private beta
BAA Available
Local inference Ollama default
SOC 2 Type I In progress
Dental practices · Healthcare track in private beta

HIPAA posture: what we do, what we don’t claim

Healthcare track in private beta. BAA available. Zero-egress local-inference path via Ollama default. SOC 2 Type I in progress. Posture statements verified 2026-05-28.

  1. BAA availability & signing process

    Business Associate Agreement available on request. Required before any PHI flows into the platform. Process: discovery call → scope confirmation → BAA execution → restricted-tenant provisioning → onboarding. No covered-entity pilot is live yet. Healthcare track is in private beta.

    [VERIFY] Confirm BAA template language with healthcare counsel before first pilot signature.

  2. Zero-egress local-inference path (Ollama default)

    For healthcare tenants, the default inference path is local. RelayLaunch runs a local-LLM runtime (Ollama) with GPU passthrough and routes through an OpenAI-compatible gateway (LiteLLM) with cloud providers explicitly gated off. Patient signals never leave your environment.

    [VERIFY] Confirm per-tenant LiteLLM model allow-list configuration before each healthcare go-live; capture diff in customer onboarding folder.

  3. PHI minimization + redaction layer

    Minimum-necessary by default. RelayLaunch ingests scheduling and engagement signals only (appointment history, recall intervals, no-show flags). It does NOT ingest clinical notes, lab results, imaging, diagnoses, or treatment plans. A pattern-matching redaction layer runs at the gateway before any model sees free-text content.

    [VERIFY] Add PHI regex patterns (SSN, MRN, DOB, NPI) to LiteLLM guardrails block and confirm Langfuse telemetry routing for healthcare tenants before first pilot.

  4. Audit-trail retention policy

    Every AI action and owner approval is logged with an immutable trail: actor, timestamp, action, target. Every AI action is logged with reasoning, confidence scoring, and priority checks, producing the evidence record. Retention defaults to 6 years to align with HIPAA documentation expectations.

    [VERIFY] Implement automated 6-year retention + WORM-style backup for audit-trail tables before first healthcare pilot crosses 90 days.

Procedure-aware scheduling

Chair 3 just opened. The brief already knows what fills it.

Most scheduling tools throw any patient into any slot. Approved Operations knows that a 90-minute crown seat needs a different backfill than a 30-minute hygiene check, and surfaces the right candidate.

Sample brief item · Dr. Patel demo

Chair 3 · Crown seat · Tue 10:30 AM

Awaiting approval
Chair profile Restorative · 90 min
Opened Tue 10:30 (cancellation 06:14 today)
Backfill candidate Patient on crown-seat waitlist · matches procedure + payer
Procedure-board check Template aligned to ADA-standard recall language
PHI exposure Scheduling signal only · no chart data
Drafted message (owner-approved before send)

“Hi, this is Dr. Patel’s office. We just had a 10:30 AM opening Tuesday for your crown seat. Reply YES to take it, or let us know if you’d prefer to stay on the original date.”

Static demo. Live dashboard requires pilot onboarding.

Sample card for illustration. Healthcare track in private beta. Posture statements verified 2026-05-28.

Where your chair-time is leaking

Broken appointments & no-shows

Auto-backfill empty slots within minutes of cancellation

Each empty chair costs $250-$500 in lost production. Approved Operations confirms high-risk patients ahead of time, then surfaces same-day backfill candidates from your waitlist before the chair goes idle.

Overdue patient recalls

~28% of hygiene patients drift past their interval

Patients who need their 6-month cleaning drift to 9, then 12, then never. Each overdue recall is $300-$600 in hygiene production plus downstream restorative. Your front desk is too busy to work the list systematically.

Unscheduled treatment plans

~40% of accepted plans never get on the calendar

Patients accept a treatment plan, say “I’ll call to schedule,” and never do. Timely owner-approved follow-up recovers a meaningful share of those cases.

What changes with Approved Operations

Your Tuesday morning, dental-board-aligned and owner-approved

7:00 AM

Daily Revenue Brief arrives

Top of the queue: Chair 3 crown-seat backfill (Tue 10:30), Chair 1 hygienist gap (Wed 2:00), 5 overdue 6-month recalls, 2 unscheduled treatment plans. Each item is procedure-matched and pre-written.

7:05 AM

Approve in 30 seconds

Tap approve on the crown-seat backfill, the hygiene backfill, and the recall reminders that look right. Adjust wording. Skip the rest. Done before your hygienist seats the first patient.

All day

Focus on patient care

Approved actions execute. Recall messages reach overdue patients. Treatment follow-ups go at the right interval. Same-day fill alerts trigger when openings appear, matched to the chair’s procedure.

5:00 PM

See what worked

End-of-day summary: Chair 3 crown seat confirmed ($1,200), Wed 2pm hygiene backfilled ($450), 3 recall appointments scheduled ($900), 1 treatment plan accepted ($2,100). Estimated recovery this week: ~$4,650 (illustrative projection, not a measured result).

The math

Projected recovery per month* $3,000 - $8,000
First Recovery Setup Refundable $500 to start; flat $199/mo
Net gain (typical month) $2,800 - $7,800/mo

The First Recovery Setup is a refundable $500, one time. Starter is flat $199/mo, so the math stays predictable after the brief backfills one crown seat.

*Projections based on ADA + practice-management benchmarks. Individual results vary by practice size and payer mix. Healthcare track in private beta. Posture statements verified 2026-05-28.

AI Discoverability

Is AI recommending your practice?

ChatGPT local search grew from 6% to 45% in one year. Find out if AI assistants can find your dental practice, and what to fix if they can't.

Take the Free AI Readiness Score →

Related Reading

Dental Practice Patient Retention: The AI Operations Fix → The Real Cost of No-Shows (And How to Fix It) → Why Your Scheduling App Isn't Filling Your Calendar →

Start with a refundable $500 setup. Keep it for a flat $199/mo.

Start with a refundable $500 First Recovery Setup while RelayLaunch proves the recovery workflow. Starter is a predictable flat $199/mo. BAA reviewed before any PHI flows. Healthcare track in private beta. Posture statements verified 2026-05-28.

Start First Recovery Setup → Read full HIPAA posture

Chair-utilization math

What are no-shows actually costing you?

Service businesses commonly cite no-show rates around ~5-25% of bookings (industry-reported range; varies by vertical). Move the sliders to see the revenue leaving your calendar every week.

$150
15%
80

$1,800

Weekly leak

$93,600

Annual leak

$29,172

Projected net, Pro ($299/mo)

$20,772

Projected net, Team ($999/mo)

Run a free Ops Scan

Assumes every no-show is one lost ticket. Slot Rescue targets a ~35% projected recovery (a modeled target); individual results vary by vertical and offer quality. Projected net shows that recovery minus the listed annual subscription.

View Markdown facts